Administrative Coordinator

Pick Your Part; San Bernardino (CA); On-site; USD 38,000 - 52,000; Full time

Job summary

Pick Your Part is seeking a detail-oriented bookkeeper/administrative assistant in California to maintain financial records and support daily operations. You will manage data entry, prepare reports, and assist with procurement and cash reconciliation.

Strong accuracy and customer service skills are essential for this role. Your responsibilities include handling deposits, reconciling cash and payments, supporting month-end close, and maintaining organized records across administrative and

Qualifications

• Knowledge of basic bookkeeping, cash handling, and reconciliation processes.
• Strong attention to detail with accurate financial recordkeeping.
• Experience preparing bank deposits and reconciling cash activity.
• Ability to prioritize multiple administrative tasks while meeting deadlines.
• Excellent customer service and communication skills.

Responsibilities

• Maintain bookkeeping and administrative records and assist customer service inquiries.
• Perform data entry, update spreadsheets, and produce ad hoc reports.
• Support procurement activities and vendor coordination.
• Handle cash, balance cash drawers, and reconcile daily transactions.
• Close out deposits, reconcile BOLs with shipping docs, and assist month-end reporting.
• Track and organize records for administrative, financial, and operational activities.
• Maintain confidentiality of financial information and handle mail/office tasks.

Skills

Bookkeeping

Cash handling

Reconciliation

Data entry

Excel

Attention to detail

Customer service

Education

High School Diploma or GED

Tools

Excel

ERP accounting software

Job description

Description

Responsibilities primarily include maintaining bookkeeping and administrative records, supporting customer service inquiries, managing cash handling and reconciliation processes, preparing financial and operational documentation, coordinating procurement activities, and providing general administrative support. Specific responsibilities may vary depending on the operational needs of the location.

• Provide general administrative assistance to management and staff.
• Perform data entry and maintain records in internal and external databases; create and update spreadsheets; and produce ad hoc reports as requested.
• Provide administrative support to various programs and projects.
• Perform clerical duties including copying, scanning, filing, and organizing documents.
• Perform cash handling and cash control duties, including receiving, recording, balancing, and reconciling customer payments.
• Close out cash registers as needed and reconcile daily cash, credit card, and other payment transactions.
• Prepare and reconcile daily bank deposits while ensuring accurate documentation and recordkeeping.
• Process and coordinate change orders and maintain accurate supporting documentation.
• Reconcile Bills of Lading (BOLs) with shipping documentation to ensure accuracy and completeness.
• Assist with month-end reporting by preparing reports, reconciling records, and maintaining supporting documentation.
• Support procurement activities, including processing purchase requests, maintaining purchasing records, and coordinating with vendors as needed.
• Track, maintain, and organize records related to administrative, financial, and operational activities.
• Assist in handling incoming and outgoing mail and other office correspondence.
• Maintain confidentiality of financial and business information.
• Perform other duties as assigned.

Description

Responsibilities primarily include maintaining bookkeeping and administrative records, supporting customer service inquiries, managing cash handling and reconciliation processes, preparing financial and operational documentation, coordinating procurement activities, and providing general administrative support. Specific responsibilities may vary depending on the operational needs of the location.

Essential Job Duties

• Provide general administrative assistance to management and staff.
• Perform data entry and maintain records in internal and external databases; create and update spreadsheets; and produce ad hoc reports as requested.
• Provide administrative support to various programs and projects.
• Perform clerical duties including copying, scanning, filing, and organizing documents.
• Perform cash handling and cash control duties, including receiving, recording, balancing, and reconciling customer payments.
• Close out cash registers as needed and reconcile daily cash, credit card, and other payment transactions.
• Prepare and reconcile daily bank deposits while ensuring accurate documentation and recordkeeping.
• Process and coordinate change orders and maintain accurate supporting documentation.
• Reconcile Bills of Lading (BOLs) with shipping documentation to ensure accuracy and completeness.
• Assist with month-end reporting by preparing reports, reconciling records, and maintaining supporting documentation.
• Support procurement activities, including processing purchase requests, maintaining purchasing records, and coordinating with vendors as needed.
• Track, maintain, and organize records related to administrative, financial, and operational activities.
• Assist in handling incoming and outgoing mail and other office correspondence.
• Maintain confidentiality of financial and business information.
• Perform other duties as assigned.

Requirements

Knowledge/Skills/Abilities

• Knowledge of basic bookkeeping, cash handling, and reconciliation principles.
• Strong attention to detail with the ability to accurately process financial transactions and maintain records.
• Experience preparing bank deposits, reconciling cash activity, and balancing daily transactions.
• Close out cash registers when needed and reconcile daily transactions
• Ability to prioritize multiple administrative and accounting-related tasks while meeting deadlines.
• Strong organizational skills with the ability to maintain accurate documentation and filing systems.
• Excellent customer service and communication skills when interacting with internal and external customers.

Essential Physical Demands/Work

• Environment Work is primarily sedentary: must be able to sit for extended periods of time and use a computer, keyboard, and mouse, frequently.
• Travel may be required periodically, including overnight stays (contingent on position requirements).
• Must be able to lift up to 25 pounds.

Preferred Requirements

Education & Experience

• High School Diploma/GED equivalent.
• 1+ Years of related experience is required.
• Experience with cash reconciliation, bookkeeping, procurement, or accounts receivable/payable is preferred.
• Experience using Microsoft Excel and accounting or ERP software preferred.